Template
Simple quote example
Not every job justifies a four-page proposal. For small, clearly defined work — a one-off project, a short engagement, a top-up for an existing client — a one-page quote is the right format. The structure below covers everything a quote needs without padding.
SMBHelper editorial teamEditorial standards
When to use
- Small projects under a few thousand in total value.
- Repeat clients who already understand how you work.
- Quick turnarounds where the buyer needs a price within a day.
Examples
One-page quote — service work
QUOTE — Q-2025-0094 From: Acme Studio Ltd To: Bright Coffee Co Date: 14 April 2025 Valid until: 28 April 2025 WORK QUOTED Item Qty Unit price Total 1 Menu redesign — A4 print, 2 rounds 1 420.00 420.00 2 Print-ready PDF export and supplier brief 1 80.00 80.00 3 Two photography session hours 2 150.00 300.00 Subtotal 800.00 VAT (20%) 160.00 TOTAL 960.00 INCLUDED - Two rounds of design revisions on the menu layout. - Final files supplied as print-ready PDF and editable source. - On-site photography (2 hours) at one location of your choice. NOT INCLUDED - Print production cost (paid directly to your chosen printer). - Additional revision rounds (charged at 75/hour if requested). - Additional photography hours (charged at 150/hour). TIMING - Start: within 5 working days of approval. - First draft: 7 working days from start. - Final files: 14 working days from start. TO ACCEPT Reply to this email with "I accept" and we will send the deposit invoice (40% of the total). This quote is valid for 14 days from the date above.
One page. Clear inclusions and exclusions. Specific timing. One way to accept. The quote works for both informal and formal engagements.
One-page quote — product order
QUOTE — Q-2025-0118 From: Acme Trading Ltd To: Bright Coffee Co Date: 14 April 2025 Valid until: 28 April 2025 ITEMS QUOTED Code Description Qty Unit price Total NB-200 Premium notebook A5, 200 pages 50 14.00 700.00 PEN-01 Branded pens (12-pack) 5 18.00 90.00 Subtotal 790.00 Discount (10% volume) -79.00 Subtotal after discount 711.00 VAT (20%) 142.20 TOTAL 853.20 DELIVERY - 5–7 working days to a single UK mainland address. - Delivery included in the price. PAYMENT - 50% deposit on order, 50% on delivery. - Bank transfer or card payment via the link sent with the invoice. VALIDITY - This quote is valid for 14 days. Prices may change after that date.
Product quotes need delivery terms, deposit terms, and validity. Everything else is optional.
Tips
- Always include a validity date. Open-ended quotes get accepted six months later when your prices have changed.
- List inclusions AND exclusions, even on a one-page quote. Half a page is enough.
- Use a unique quote number — easy to reference if it converts to an invoice.
- State exactly how to accept ('reply with I accept' or 'sign and return'). Do not leave the buyer guessing.
- If the quote is binding (you cannot change the price once accepted), say so. If it is indicative, say that too.
Frequently asked questions
- What is the difference between a quote and a proposal?
- A quote is a price for defined work. A proposal usually adds context, methodology, and a sales narrative. Use a quote when the buyer already knows what they want; use a proposal when you are also selling them on your approach.
- How long should a quote be valid?
- Two to four weeks for most service work. Longer validity ties your hands if costs change; shorter validity creates pressure to accept that buyers find pushy.
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